Eagle Business Management Software (EBMS)

EBMS contains complete enterprise resource planning tools that are important in managing a business more efficiently. The EBMS software is a great upgrade from more basic software such as QuickBooks and Sage 50/Peachtree without a large budget required by most corporate level software.

EBMS may be a good fit for your business if you need more power and reliability. Upgrade to EBMS if you need a more integrated solution or have a unique need without paying the cost of a vertical market specific solution. EBMS provides many custom scripting options, flexible reporting, and adding additional information to tabs or databases to meet specific needs.

The software can grow with a business; starting with the basic modules and a few users but scaling to a complete network solution with many software options. The software is guaranteed for 90 days to ensure that the solution performs as advertised and meets the specific needs of the business.

Accounts Receivable & Point of Sale

The order entry system within EBMS allows the user to enter a sales order quickly with flexible pricing, proper terms, and descriptions. Special pricing, promotions, and product details can be preset to maximize the efficiency of the order.

This module is used to create sales orders and invoices for customers as well as print invoices, receive payments, calculate finance charges, and many other customer-related items. The module can be used as a point-of-sale station that interfaces with bar code scanners, cash drawers, and receipt printers.

The Sales Module retains customer information including outstanding invoices, customer information, shipping options, pricing settings, purchase history, payment history, and much more.

Features

• Order entry point-of-sale
• Quotes & proposal tools
• Special and flexible pricing
• Batch sales order & invoice processing
• Bar Code POS Controls & Fonts Tools
• Salesperson commission processing
• Point-of-sale options
• Integrated ecommerce
• Advanced sales tax options
• Powerful sort & query options for customer lookup and grouping
• Processed invoices can be voided or unprocessed
• Multiple Sales Tax Schedules
• Sub-materials list within the Invoices for Contracts or Assemblies
• Powerful sales order features
• Convenient Cash Reconciliation and Deposit Processing
• Flexible Finance Charge Adjustments and Calculations
• Maintains a monthly Receivables Balance for each customer with easy-to-access history
• Flexible Shipping Charges and Conditions
• Handles Partial Payments and Down Payments

Accounts Receivable Module

• Complete Customer history for an unlimited number of years
• Additional fields can be inserted into the invoice
• Processed invoices can be voided or unprocessed
• Multiple sales tax schedules
• Sub materials list within the invoice for contracts or sets
• Powerful Sales Order features
• Flexible credit memo processing
• Convenient cash reconciliation and deposit processing
• Extensive invoice and Sales Order document customizations
• Supports one time Customers
• Allows flexible user-defined contact fields
• Allows flexible finance charge adjustments and calculations
• Maintains a monthly receivables balance for each Customer for each of the past years
• Handles partial payments and down payments
• Easy-to-use wizards to accomplish complex tasks
• Separate Ship-To Customer information

Advanced Inventory Management

Managing safety stock inventory levels by calculating the magical balance of minimal inventory while meeting variable customer demand is a BIG challenge. Optimizing stock levels can be especially challenging if products vary dramatically based on the time of the year or if the life cycles of the products vary substantially.

The advanced inventory management tools incorporate some of today’s most advanced inventory management methods.

Features:

• Seasonal - Use this option for seasonal items. This option will adjust minimums and maximums when sales fluctuate based on the time of the year.
• Linear - Use this option if the sale of item tends to increase or decrease in a linear fashion. This method should be used when items increase or decrease in a consistent manner and do not fluctuate in a seasonal manner
• Average - Select this option if sales are somewhat consistent during the sales life of the product. This method calculates the minimum and maximum values based on the average sales in history.
• Best Fit - (RECOMMENDED) By selecting this option the system determines the best Prediction Type based on the sales history. The system will try to predict the amount of sales for the past few months using each one of the models listed above. The prediction results for each type is compared to the actual sales in the past period to determine the best fit. The Best Fit option should be used unless the user wishes to restrict the automated calculation process.
• No Prediction - Select this option to disable the automatic setting and manually set the minimum and maximum values. This option disables the automated feature.

Advanced Inventory Receiving

The Advanced Inventory Receiving module within EBMS includes a three step inventory receiving method: purchase order at the time of purchase, back orders at the time shipments arrive, and invoice processing at the time the expense invoice arrives.

Features:

• Allows back orders to be created at the time Inventory is received rather than at the time the Invoices are processed
• Tracks the estimated receiving date of the shipment
• Allows the user to view all associated back orders as a group instead of as different documents

Advanced Sales Tax

The Advanced Sales Tax option is required for states or provinces that have multiple sales tax rates based on a product group. This advanced feature also allows the user to except a customer from sales tax for a group of products. The standard sales tax calculation (without the Advanced Sales Tax option) will manage taxable and non-taxable items but allows only a single rate per sales tax jurisdiction. For example, you cannot charge 8% tax on sodas and 4% on standard grocery items without this advanced option.

Features:

• User defined sales tax groups used to group inventory items based on the sales tax requirements. This option gives the user maximum flexibility to calculate different sales tax rates or exempt sales tax based on a group of items.
• Facilitates multiple sales tax rates for a group of inventory items.
• Allows the user to have multiple sales tax exemptions for a single customer based on a sales tax group.
• Gives the user the ability to configure the rates and exemptions of multiple sales taxes that apply to a common jurisdiction. For example, some Canadian provinces require both a GST and a PST sales tax for their province. Some USA sales taxes require a state and local tax for the same jurisdiction.

Advanced Security

The standard EBMS software contains many security options that restrict the user to access only pertinent information. These standard options restrict a user’s ability to access a file, field, button, or report.

One limitation of the standard security feature is that all records are restricted if the user’s security settings restricts the field or file. For example, the history or details of all the vendors are restricted if the user’s security settings restrict access to the vendor information.

The Advanced Security option allows the administrator to limit a user’s access to one or a group of vendors, employees, or other accounts. For example, the manager may want to limit a user’s ability to access specific vendors but give the security rights to other vendors. This allows a secretary to manage the main vendor accounts but restrict access to a few more sensitive accounts. A manager could also restrict some sensitive general ledger accounts such as equity or asset accounts without restricting the user’s access to the revenue or expense accounts.

Auto Send

This EBMS module is designed to allow efficiency in billing and purchasing by providing automatic sending options for Sales Orders, Purchase Orders, Statements, and even Proposals. Auto Send will cycle through your EBMS data and automatically generate e-mails, faxes, and/or printouts (to be mailed) for each customer and vendor that you choose. There is also a Broadcast Send option, which allows you to send newsletters and other informational messages to your customers.

• Individually send documents using EBMS contact data - Sales orders or invoices can be sent individually directly from the invoice menu using hot keys. EBMS will use your EBMS data and generate E-mails, faxes, and/or printouts from Sales Orders, Purchase Orders, and Proposals using a convenient hot key. The Auto Send enhances the convenience of e-mailing documents over the standard feature of sending e-mails from a document or report preview.
• Auto Send a Batch of documents - EBMS will automatically send a document(s) to customers or vendors based on a specific criteria. This option can be launched from the EBMS menu or can be automated using a command line option and MS Windows scheduler.
• Automatically send a copy of the sales order or invoice to a customer’s office whenever a document is created or processed. This method is useful in sending a copy of the document to the correct person within the office rather than relying on the invoice copy being hand delivered or mailed.
• Use e-mail or fax to send customer statements rather than the traditional method of mailing statements. This method may reduce both postage costs and handling labor
• Send purchase orders directly to a vendor via e-mail.
• Send proposals and other documents directly from EBMS using the e-mail or fax information within the customer’s account
• Automatically send customer account information or other customer specific documents to a group of customers
• Command Line - A sales order or invoice can be set using an advanced command line function.
• Broadcast price lists or other documents to a group of customers - Note that this module is not intended to be used to send documents to a large mailing list. An e-mail service should be used to protect against anti-spam filtering.

Automotive Aftermarket Tools

The automotive industry specific tools gives the user the ability to manage a large number of auto parts, maintain pricing, and manage special orders.

Quick product lookup tools and barcode printing and scanning options make selecting items quick and efficient. Promotional pricing and advanced pricing options are available. Stream-lined point-of-sale options make the solution quick and easy-to-use to meet the needs of today’s retail environment.

Parts can be accessed from the order entry window based on the year, make, and model of the customer’s automobile. The lookup connects directly to eKeystone.com to give you a complete parts list. The complete Keystone eCatalog is also integrated directly into the EBMS point-of-sale and order entry window.

Nexpart eCatalog is the most comprehensive and cost effective electronic catalog of automotive parts applications and service dealer available, containing nearly 500 million applications for replacement, accessories and performance parts. This eCatalog can be interfaced directly into the EBMS software.

Bar Code & POS Tools

Bar code tools, Point-of-sale customer display options, barcode label printers, weigh scales, scanners, and cash drawers can all be integrated into the EBMS Software.

Features:

• Print bar codes onto packing lists, work orders, and other forms
• Generate product labels containing bar codes, pricing, or other product information
• Associate a variety of bar codes with inventory products
• Associate a bar code with each unit-of-measure setting for an inventory item
• Print a variety of reports that contain barcode fonts
• Can be configured to work with a variety of bar code scanners

Business Budget Utilities

The Business Budget Utilities module in EBMS enables the user to enter monthly or annual budget amounts. The module allows the user to calculate monthly budgets by distributing the annual budget evenly, same as last year, or based on a user entered monthly percentage. It also includes powerful budget links that automatically adjust the budget for a specific account.

Features:

• Enables the user to enter monthly or annual budget amounts
• Includes powerful dynamic budget that links automatically adjust the budget for a specific account based on the following:
• Percent of last year’s budget
• Percent of projected sales for the entire company or a specific department or profit center
• Percent of total payroll budget
• Percent of cost of sales budget
• Percent of last year or budget for a single or range of general ledger accounts
• Links directly to an Excel spreadsheet to allow a budget to be populated directly from a spreadsheet cell
• Includes formulas within the budget dialogue to do basic calculations from variables, account budget or past year values
• Allows the user to calculate monthly budget by distributing the annual budget evenly, same as last year or based on a user-entered monthly percentage
• Includes powerful tools to answer the following:
• Will I have the income to pay for the projected expenses?
• Are my current sales and expenses meeting the goals required to earn my projected profits?
• Are my overhead costs within a manageable level?
• Do I have the information needed to decide the company’s financial decisions?

Client Server

The EBMS Client/Server is an application that runs as a service on a Microsoft Windows based server such as MS Windows Server 2008 R2, 2008, 2003 or business grade operating system such as Windows 7 Pro or higher. All file access functions are managed by the server software running on the application server. This option allows the clients to request specific information from the server rather than opening, sorting, and indexing the files individually.

Adding the EBMS server to a network is like placing an individual by the file cabinet that responds to the requests of others within the office rather than each person finding and accessing the information individually.

Companies using EBMS that have 5 or more users (or 3 or more frequent users) should adopt the EBMS Server rather than using a peer-based network solutions

Features:

EBMS client/server offers many advantages over the standard networked model of database access:

• Stability - The risk of database damage and corrupted indexes are greatly reduced because the database server is the only application that implements changes to the database. The EBMS Server is a good option to reduce data corruption caused by a faulty network.
• Performance - EBMS Server reduces traffic on a network which will reduce the strain on most networks especially in a situation with limited bandwidth. The reduced network traffic may increase the speed of database operations significantly and increase overall performance. Running the EBMS server on a high-performance server computer may also improve overall performance by allowing the client application to take advantage of the server’s inherent processing speed. Eagle Solutions recommends that the EBMS Server application is implemented when EBMS is used with more than 5 simultaneous users.
• Data Integrity – EBMS will roll back any partially created transactions if a power outage, network failure, or other interruption aborts a process such as processing invoices, timecards, payments, or writing any information. If the EBMS Server has not received all transactions within a process, EBMS ignores the entire set of transactions. This ensures that the large volume of data maintained by EBMS does not become mismatched.
• Security – The EBMS server helps the user secure company data even better. Files do not need to be shared. The only way to access the data on the network is by logging on the server. Communications with the server are encrypted. In addition to basic account information, you can also specify an IP address range for any account. If the account doesn’t log in from a machine within the specified range, access is denied.
• Scalability – The client/server application allows EBMS to scale to 50 users
• Easy Server Configuration - EBMS Server makes it much easier for the administrator and the end-users to configure and maintain the EBMS information store. All server configuration options can be accessed through the EBMS Administrator application.
• Information Reporting - The EBMS server can supply reports on a variety of information to help the administrator manage the client/server applications. The reporting enhancements include
  • Server Information - Provides general information on server up-time, number of users connected and more
  • Account Reports - Provides details on all current server accounts, including account-level file privileges and any IP address restrictions
  • Privilege Reports - Provides a list of all individual account/table privileges recognized by the EBMS server
  • Connection Information - Provides you with a number of different reports that detail which accounts are currently connected to the EBMS server, which tables each account is using and what table/record locks each account has in place. Useful both for security reasons and when troubleshooting applications

All server reports can be accessed easily through EBMS server administrator

Components & Accessories

Components and accessories group multiple inventory items into a kit or set that is identified by an inventory code. These groups are used as standard component lists, assemblies, materials lists, manufacturing batches, made-to-order items, inventory sets, and associated items.

A kit or assembly identifies a list of inventory items. Inventory is maintained by the parts or components within the main item.

A manufactured item is assembled or manufactured from parts or raw material. Inventory counts are maintained for both the manufactured item as well as its components.

Accessories are related items that accompany an item in the sales document. They are priced separately rather than assembled within the kit.

Features:

• Kits & Assemblies The component is linked to a main item that is priced as a unit. Inventory is maintained by the parts or components within the main item.
• Materials Lists on a Sales Order or Invoice The Materials lists feature of EBMS used to list individual items within a sales order or invoice without displaying the details on the printed invoice. The Materials list feature is useful in the following situations; An assembly is listed on a sales order or invoice that contains multiple components, the sales invoice shows the total contract without product or labor details, the individual products used to fulfill the contract are listed within the materials list to properly process inventories, or when a set of inventory items are sold and priced as a set rather than priced individually
• Inventory Sets The components are linked together using a main inventory id but each item is individually priced. All pricing is derived from the component level to create a set total price. Inventory counts are processed the same way as when the user enters each individual item.
• Manufactured Inventory Inventory components can be set up so that the sales invoice is not affected when the inventory item is entered. The components are used only when the optional manufacturing module is available. The inventory module is used when an item is required to be manufactured from other inventory items at a given manufacturing date (rather than be processed at sale time). This allows the system to track counts on both the manufactured part and each component.
• The optional components option within EBMS allows the user to attach multiple options to a specific assembly. The list of components within an assembly may have a combination of standard features (components) as well as options (optional components). Options such as color may or may not affect the price of the entire kit. The pricing options for the assembly may be based on the total cost of individual components or the base price of each component.
• The accessory option within EBMS allows the user to add accessories or options that are priced separately rather than assembled within the actual item. These items are listed on a separate tab from the item’s components.

Crystal Reports - Standard

Features:

• Allows a user with Crystal Reports to modify any existing report or form
• Additional reports can be added to EBMS
• Charts and Graphs can be created for management purposes
• Eliminate manual calculations, double entries, and manually maintained Excel spreadsheets
• Requires basic knowledge of databases and programming
• Hyperlinks on fields that contain ID’s allow the appropriate screen to be accessed directly from the report - i.e. clicking on a customer ID opens that customer record
• Prompts on the report allow user flexibility on what to print, with the ability to do lookups from the prompts
• Query options give additional flexibility on data filtering options. Advanced Query uses Crystal Syntax

Customer Signature Processing

The Customer Signature Processing module is used to digitally capture a customer’s signature and record it within the sales invoice. The signature is printed on the hard copy of the sales invoice and archived electronically within EBMS.

Features:

• Digitally captures a customer’s signature and records it within the Sales Invoice
• Prints the signature on the hard copy of the Sales Invoice
• Does not require carbon copy paper to record multiple copies of the signature on the Sales Invoice
• Archives the customer’s signature electronically within EBMS
• The MX830 device will handle credit and debit card transaction processing if the Credit Card Interface is included

Discount & Percentage Pricing Codes

Discount and Percentage Pricing Codes is the module within EBMS used to create a discount line within a quote or sales order. Discount items are often used if the user wishes to add a separate line following the original items or group of items rather than discounting the item within the original sales order line.

Features:

• Employee Discounts
• Volume Discounts
• A promotional discount for a group of items based on the total purchases on multiple items
• Fixed dollar discounts are calculated by a fixed discount dollar amount.
• Percentage discounts are calculated based on a percentage of the price from previous lines.
• Calculate a tax based on a percentage of the previous lines.
• Calculate a surcharge or any other item based on a percentage of a previous item(s) rather than a fixed price.

Dynamic E-Commerce

Increasingly more people are shopping on the internet and locating stores or specific product online. The e-Commerce Module within EBMS allows you to start a store online using your existing EBMS inventory system. The E-Commerce module of EBMS allows the user to create product lists, pictures, pricing, and details for a website, directly from the EBMS inventory system. The user reduces redundant information by only maintaining one product and price list.

The module includes a full featured shopping cart that includes terms, shipping options, and pricing uploaded from the EBMS software. This optional EBMS module facilitates the process of A) Uploading product information, customer information, and page design from the EBMS Software, B) Managing an online shopping cart, and C) Downloading and processing orders from the e-commerce website to EBMS.

Features:

• Allows customer to add, remove and control the content of your entire e-Commerce website from the EBMS Software. Product pricing, availability and details are derived from the EBMS Inventory database.
• Adds entire groups of products within minutes. Products within the EBMS Inventory Catalogue can easily be added or removed from the e-Commerce store.
• Updates product information, pricing and availability regularly using data synchronization. Products may be removed or marked as out-of-stock based on Inventory levels.
• Reduces redundant information. The user is not required to maintain two separate product lists: the POS System within EBMS and the e-Commerce list on the web.
• Automatically creates dynamic product information. New product lists, customer pricing and out-of-stock notations, and details are created directly from the information within EBMS.
• Displays user-specific pricing, terms and shipping options based on the username and password created within EBMS. Are all derived directly from the Accounts Receivable module in EBMS. The customer’s name and password are entered within the customer record of EBMS.
• Allows the customer to receive orders directly into your order entry system. E-Commerce orders are inserted into EBMS as a Sales Order.
• Verifies credit card information online through a common gateway. Credit card processing is integrated into the EBMS Software. The card is validated online but is not debited until Invoice is processed. This feature minimizes the number of credits and billing charges at the time the order is processed.

Electronic Time Track

TimeTrack is a web-based employee time and attendance application that allows employees to take advantage of the ease and convenience of web-based accessibility. Built on the .NET 3.5 platform for use with Microsoft IIS, employees are able to clock in and out from wherever there is a web connection. Time is entered directly into EBMS Payroll, eliminating clerical time entering timecard information.

Once you’ve added TimeTrack to your web server, deployment of the application to your employees is as simple as sending them a web link. Time Track can be run on multiple computers at one time or implemented on a single computer within a company network.

Expenses & Job Costing

Accounts Payable, known as Expenses within EBMS, is the module used to enter and record purchase orders, expense invoices, and vendor information. Vendor information such as account information, contact details, terms, and purchase history are conveniently recorded for review or use. Complete vendor history and inventory purchasing information is maintained for an unlimited number of years. Vendor payments can be generated as down payments, partial payments, or standard payments based on due dates and other criteria. All bank account functions such as statement reconciliation, bank account adjustments, and bank register reports are also found in this module.

Compare job budgets for multiple stages to the actual expenses posted from an expense invoice, inventory transfer, or payroll. Manage contract, progress billing, or T&M projects using the EBMS software. Generate AIA billings, change orders, work in progress calculations, and retainage values for each job. Choose from many of the profit reports available to evaluate a job or stages within a job.

Features

• Job costing
• Job billing based on contract, AIA, or time and materials
• Progress billing
• Powerful Sort and Query Options for Vendor Lookup
• Flexible terms for each Vendor
• Unlimited number of Bank Accounts with convenient Bank Reconciliation Tools
• Full Purchase Order and Receiving functions
• Processed Invoices can be unprocessed or voided with complete audit trail
• Complete Vendor History for an unlimited number of years
• Allows Purchase Order and Sales Order to be simultaneously created
• Down Payment and Partial Payment Options
• Allows Voiding of Checks or Adjustments
• Allows flexible user-defined Contact Fields
• Easy to use A/R aging features and Check Writing functions
• Separate Pay-to-Vendor Information
• Processes and prints 1099 forms and reports

Extensive Reporting

The EBMS report system allows the user to print, export, and format the vast amount of data available to the EBMS user.

EBMS includes many reports to successfully analyze your business’s GL transactions, sales, inventory, jobs, and tasks. Profit & Loss reports, balance sheets, and GL transaction detail reports give the managers the information they need to analyze cash flow. Accounts payable and accounts receivable aging reports as well as customer and vendor lists are easily generated. Various invoice, purchase order, work order, tax, check, and payroll forms are included. Customer and inventory lists include date ranges and query options to generate the information needed. Data can be exported to a variety of data files.

Custom reports can be purchased from Eagle Solutions or created by the user using Crystal Reports.

Reports:

• Monthly P&L Statement
• Balance Sheet
• Annual Profit & Loss (8 Year Comparison)
• Inventory Sales
• Inventory Profit
• Payroll Register Report
• 941 Summary Report
• Accounts Receivable Aging Report
• Accounts Payable Aging Report
• Cash Reconciliation Report
• Manufacturing Summary
• 12 Month Budget Detail

Financials

The General Ledger Module of EBMS is the main module of the accounting system; it has a similar relation to a hub in a wheel. Transactions from accounts payable, accounts receivable, payroll, and journal entries all come together to give a complete picture of the company. The General Ledger is where management and interested outside parties find the information that can be compiled into reports that give a complete picture of the company’s financial status.

Features

• Profit Center Processing
• Business Budget Utilities
• Fixed Asset Depreciation
• Extensive Reporting
• Supports flexible chart of accounts structure and grouping
• Multiple Profit Centers with flexible cost allocation
• Budget Projection capability
• Complete audit trail-all transactions can be traced to the original source
• Complete set of financial reports
• Unlimited amount of history per month and annually (including detailed transactions)
• Allows posting up to 26 monthly periods
• Optional 13th month adjustment period
• Cash or accrual based year-end financial statements
• Powerful reconciliation facility for any balance sheet account

Financials & Accounting Tools

This module of EBMS is the main module of the accounting system; it has a similar relation to a hub in a wheel. Transactions from accounts payable, accounts receivable, payroll, and journal entries all come together to give a complete picture of the company. The General Ledger is where management and interested outside parties find the information that can be compiled into reports that give a complete picture of the company’s financial status.

Features

• Profit Center Processing
• Business Budget Utilities
• Fixed Asset Depreciation
• Extensive Reporting
• Supports flexible chart of accounts structure and grouping

Fixed Asset Depreciation

Fixed company assets such as vehicles, buildings, and equipment must be depreciated over a period of time. The EBMS Depreciation Module allows the user to easily post the depreciation expense to general ledger on a regular basis. Applying asset depreciation costs on a monthly basis is an important management tool to properly manage the profitability of a company especially if the business owns a sizeable amount of fixed assets. The EBMS Depreciation module gives the user flexibility and ease of use when planning the depreciable schedules. A variety of depreciation methods are distributed with the software, although additional user-defined methods can be created as well.

Features:

• Fixed asset information such as the Vendor Invoice, Purchase Information and To-Date Depreciation Details are recorded for each of the assets. A simple-to-use process creates monthly expense transactions and posts them to General Ledger in literally seconds. The system will allow the user to properly manage a wide variety of depreciable assets such as rental items, company equipment or intangible assets.
• The system includes Salvage Value and 179 Election Adjustments to create a detailed record of each depreciable asset.
• A variety of reports assists the user with Year End General Ledger Reconciliation and Management Reporting.
• User-friendly wizards make Purchasing, as well as selling or disposing assets, a simple process. Enter a General Ledger account that is classified as a depreciable asset within the Expense Invoice and the system will lead you through to the process to record and properly depreciate the new asset.

Hort

The Horticulture module is a useful enhancement to the EBMS module that gives the orchard manager or produce grower the ability to map orchards along with trees and acreage. The system will map the fruit of produce varieties within a block or field. The general and harvesting labor costs are recorded for individual varieties, fields, or blocks. The system coupled with the piecework payroll system will track the total and average yields. Tracking a harvest using bin codes and employee information is a needed tool in managing a farm or orchard.

Inventory Management

This module includes tools to manage perpetual inventory using the FIFO, LIFO, or user-specified methods. Serialized Items, Special Orders, Assemblies and Kits, Made-To-Order Manufacturing, Multiple Units of Measure, and other advanced features are available.

This module contains a powerful cataloging tool. The product catalog can be used to organize tens of thousands of items in categories and subfolder groups. Managing FIFO inventory is a very important part of a profitable company. Managing pricing, tracking parts and recording purchasing / sales history are especially important for a sales, distribution, or service company. Order entry and inventory tools to manage special orders, drop shipments, and maintain stock levels are essential.

Features

• Multi-Vendor Catalog
• Serialized Inventory Items
• Purchasing and Special Order Tools
• Components and Accessories
• Advanced Inventory Receiving
• Light Manufacturing
• Special Order Inventory
• Multiple Warehouse
• Bar Code POS Controls & Fonts
• Advanced Inventory Management
• Catalogs inventory items in Groups and Subgroups
• Supports Multiple Description lines
• Advanced General Ledger options are available to record Standard Sales, Purchasing, Asset and other Inventory Accounts
• Purchasing Window includes powerful Query, Lists, and grouping to simplify purchase order entry and processing
• Allows multiple Units of Measure within the same inventory item
• Facilitates FIFO, LIFO, Perpetual Inventory Processing
• Completes monthly Purchasing and Sales History for an unlimited number of years
• Multiple price levels with flexible pricing based on Cost, List Price, or other formulas
• Completes Vendor Purchasing history
• The purchase invoice of an inventory item can be directly referenced from the sales invoice
• Maintains easy-to-view On-hand Counts, Purchase Orders, and Sales Order balances
• Facilitates substitute items for Obsolete or Discontinued items

Java & VB Script Toolbox/ Developer Tools

Each business is unique. It is often difficult to find software that can meet all the specific needs of your business. That is why EBMS has been created so that it is flexible enough to meet those needs. Many businesses run into the problem of a hodge-podge of many different software packages. This is problematic because it requires that the user enter the same information multiple time and often creates many mistakes. The Scripting Objects module is designed to create customizations so that EBMS can make your business more seamless and profitable. Our professional staff is available to analyze your business needs and develop the tools and integration needed.

Features:

• Flexible script objects allow customizations within EBMS
• Allows other programs to interact with EBMS
• Powerful script objects allow the programmer to create, view, and change documents such as invoices and accounts within EBMS from an external application
• Customer fields can be added to account windows and other documents
• New input forms can be created to fit your unique situations
• Script code within EBMS can add custom functions or processes that are launched from EBMS menus or buttons
• Add additional company-specific data entry validations or special calculations within windows or forms

Job Costing

The Job Costing Module within EBMS is used to analyze and manage larger projects including general construction jobs, manufacturing batches of product, and service contracts. This powerful tool is valuable to the manager when making decisions based on the profitability of individual projects and jobs. This module includes job information, job stages, job costs, and more.

• Evaluate labor, materials, and other costs with the job budget
• Compare the budget or contract with the total costs of the job
• Powerful billing tool to track and invoice time & material jobs
• Allows the job to be divided and evaluated in an unlimited number of stages or sub-groups
• Flexible tools that allow progressive billing such as AIA* forms to be processed and printed
• Includes many summary values which can be verified by drilling down into the detailed source of the totals
• Manages work-in-process values on either a job complete or percentage complete method
• Manage a job from a tentative quote until job completion
• Records and manages customer retainage
• Powerful job overhead allocation features with a variety of options

Labor & Payroll

The Payroll Module of EBMS is a very flexible and easy to use. The system works well for a small company with a few employees or a larger company with a variety of requirements such as complex deductions or pay types. The timecard system can handle hourly pay, salary, piecework, tips, commissions, and many other types of pay. Benefit pay such as vacation or holiday pay can be easily managed using the tools within the system.

The payroll system within BEMS can be used to track labor for each job, determine overhead labor, and set pay rates based on job or location. The payroll system can calculate multiple state payroll taxes based on job location within the same time card.

Features

• Labor Management using Tasks and Work Orders System
• Piecework Payroll Processing
• Prevailing Wage Calculation
• Direct Deposit
• Electronic Time Clock
• Records complete history for each employee
• Handles complex deductions and taxes
• Allows user-defined pay types and rates structures
• Records workman’s compensation grouping as well as other convenient employee groups
• Allows multiple open payroll periods
• Processes reimbursements, tips, and gross-ups
• Allows convenient archiving of Inactive employees
• Includes work codes that maintain history and allows specific accounts within General Ledger
• Processes accrued daily payroll
• Allows multiple rates within the same timecard
• Records and prints employee’s daily hours
• Paychecks can be voided and pay periods can be reopened to correct errors
• Processes and maintains history for a variety of benefit pay
• Pay can be expensed before the entire timecard is entered or paid
• Processes and prints W-2, W-3, 941 and other common payroll reports

Manufacturing & Kitting

The Manufacturing Module within EBMS is primarily used to manufacture products or create assemblies to distribute or sell. This module is also used when creating inventory products from raw materials, assembling inventory kits or assemblies before the sale of the item, determining the cost for an item or batch of products, and compiling materials lists needed to manufacture an item or items. The amount of inventory items are increased using the manufacturing process rather than by purchasing items through an expense invoice.

Features:

• Facilitates the manufacturing of Perpetual Inventory items
• Components of manufacturing items may be predetermined
• Tools to assist with components or raw materials projection or purchasing are included
• Assists with manufactured batch scheduling
• Separates sales history of Inventory sold, and history of items manufactured or used in the process
• Maintains accurate inventory in a manufacturing environment
• Can be used in conjunction with Job Costing to create a powerful management tool

Mobile Scanner

The Eagle Mobile Scanner solution has functionality that features Shipping, Receiving, Warehouse and Job Transfers; including editing of quantities right on the device. An intuitive interface seamlessly integrates this remote, Wi-Fi enabled, hand-held device directly with your EBMS system. The expanded keypad makes typing and modifying data easy for all users. The device also features inventory count processing to allow cycle or end-of-year counting that makes inventory tracking and ordering a snap. Include the UPC Association functionality and the bar coding and tracking of your inventory has never been this fast and easy!

Features:

• Highly functional touch screen
• Adjust inventory counts
• Associate item UPC codes
• Populate Sales Orders on the fly
• Handle shipping, receiving, warehouse & job transfers
• Print reports and labels quickly and easily
• Go where ever you have Wi-Fi coverage
• Set per employee permission controls and more

Multi-Vendor Catalog

This module allows you to view multiple vendor price books or vendor price lists while working within EBMS. It also allows you to view, sort, and lookup specific vendor information directly from EBMS.

Vendors distribute their product information in a variety of file formats with a variation of product information. Organizing and viewing this valuable information with a common interface can save a lot of time and frustration. Not only can this information be viewed from within EBMS but the information can directly update inventory items within EBMS.

Features:

• Attaches the vendor’s digital price book directly to the Inventory lookup list facilitates many vendors with a diversified data structure
• New inventory items can be created by copying description, pricing, costs, and other information directly from the vendor’s data
• Quick lookup allows the user to view the standard inventory list or any vendor database from any window within EBMS that is requesting an inventory item code. For example: an item can be selected from a specific vendors database while creating an invoice in the sales module
• Updated costs, list prices, etc can be automatically updated from a vendors database
• Allows the user to list parts and products from a variety of vendors without inserting the vendors complete product list within the standard inventory list
• Many user defined field associations can be setup to copy information from a proprietary file to standard EBMS inventory file

Multiple Warehouse Inventory

Multiple Warehouses is an optional inventory module that can be added to the standard or deluxe versions of EBMS. This inventory enhancement feature allows a single inventory item to be purchased, stored, and sold from multiple locations.

Inventory counts can be tracked within multiple stores or warehouses. Sales and purchase history can be maintained for each location. Multiple warehouses may identify actual warehouses, store locations, or service vehicles. The flexibility of this module can be used to associate warehouses with departments, cost centers, or company divisions.

This module is beneficial to retail stores with multiple sales locations, distributors or wholesalers with warehouses in different locations, or service companies that operate service trucks that contain inventory items.

Features:

• Inventory can be managed in multiple locations including service trucks
• Inventory can be purchased into or sold from multiple locations
• Sales and purchase history is maintained for each location
• Warehouse can be optionally associated with a specific profit center or company division
• Facilitates inventory transfers from one location to another
• Bar code technology can be added to expedite inventory transfers from one location to another.
• Manage and purchase inventory for a specific location or simply choose all locations
• Maintain inventory counts and history for multiple locations such as warehouses, sales locations, or vehicles.
• Allow inventory management including purchasing tools to purchase or add stock to individual warehouses
• Includes tools to efficiently transfer inventory items between locations. A sales order can access stock from multiple locations within the same document.
• Combine the multiple warehouse module with the profit center module to create a powerful set of tools to manage multiple locations with the same data set rather than separate companies.

Payroll

The Payroll Module of EBMS is a very flexible and easy to use. The system works well for a small company with a few employees or a larger company with a variety of requirements such as complex deductions or pay types. The timecard system can handle hourly pay, salary, piecework, tips, commissions, and many other types of pay. Benefit pay such as vacation or holiday pay can be easily managed using the tools within the system.

The payroll system within BEMS can be used to track labor for each job, determine overhead labor, and set pay rates based on job or location. The payroll system can calculate multiple state payroll taxes based on job location within the same time card.

Features:

• Labor Management using Tasks and Work Orders System
• Piecework Payroll Processing
• Prevailing Wage Calculation
• Direct Deposit
• Electronic Time Clock
• Records complete history for each employee
• Handles complex deductions and taxes
• Allows user-defined pay types and rates structures
• Records workman’s compensation grouping as well as other convenient employee groups
• Allows multiple open payroll periods
• Processes reimbursements, tips, and gross-ups
• Allows convenient archiving of Inactive employees
• Includes work codes that maintain history and allows specific accounts within General Ledger
• Processes accrued daily payroll
• Allows multiple rates within the same timecard
• Records and prints employee’s daily hours
• Paychecks can be voided and pay periods can be reopened to correct errors
• Processes and maintains history for a variety of benefit pay
• Pay can be expensed before the entire timecard is entered or paid
• Processes and prints W-2, W-3, 941 and other common payroll reports

Payroll Piecework

The Piecework Pay option within the EBMS Payroll Module allows the user to pay an employee by the piece instead of salary or by the hour. Work Codes within the system can contain piecework pay rates that are entered into the timecard in similar manner as standard pay. The number of pieces or units are entered, into the timecard, instead of the amount of hours. The unit pay is derived from the work code record rather than the employee’s hourly or salary pay entered within the employee record.

Features:

• Calculates Makeup Pay The system will calculate makeup pay if the employee’s pay does not meet minimum wage requirements. The amount of time spent doing piecework is calculated using the daily hours feature of the payroll system. Recording the daily hours’ time of an employee is important if the employee is paid with piecework rates.
• Integrates with the Hort Module
• The piecework system within EBMS can be combined with the Horticulture module designed for an orchard or produce grower. This combination allows the user to pay the employee by the piece and track the labor costs and yields per acre or block by using piecework and bin codes.
• Piecework Pay may vary per employee
• Verifies minimum wage based on daily hour information
• Includes Piecework Pay Reports

Payroll Prevailing Wage

The Prevailing Wages module of EBMS is used to manage prevailing wage calculation and generate certified payroll reports. This option allows the user to create prevailing wage rates based on a work code and benefit rates. The employee pay rate can be calculated from a combination of the work code rate, employee rate, and wage benefit values. The Prevailing Wage module is an important option for companies that are managing jobs that require certified payroll. This tool simplifies the wage calculation process for individual jobs and the certified payroll reporting requirements.

Features:

• Generates prevailing wage rates based on a work code and benefit rates.

• Prevailing wage rates can be set per job or project based on the certified payroll requirements.

• Contains reports to meet certified payroll requirements.

• Integrates with the EBMS payroll system to manage labor costs and deduction calculations…

• Determines the job location within the payroll system to compute multiple state payroll tax calculations

• A powerful tool when combined with the EBMS Payroll system and the Job Costing system.

Payware Payment Processing

Payment cards such as credit, debit, gift, and EBT cards can be processed directly from the EBMS software. This option streamlines the processing, settlement, and management of payment card processing. The secure PCI approved method of credit card storage and processing combined with the cash management tools of the EBMS software creates an efficient way of recording multiple payment methods.

The payment card module also gives the user a secure means of storing credit card information within a sales order or customer account without storing the actual credit card number. The payment card process gives the user the convenience of flexible payments without the security concerns of many applications

The optional credit card gateway used by EBMS is Payware Payment Processing. This gateway allows a user to record and process a credit card within the EBMS software.

Features

• Allows the user to process credit cards and debit cards directly from the EBMS software
• Allows the user a wide variety of merchant accounts within the EBMS software. Any merchant account that is verified with Verifone Payment PC or Payware Connect can be utilized
• EBMS can communicate pre-entered credit card information into a secure database. No credit card information is ever stored within the EBMS databases
• Credit cards can be pre-authorized for sales order before an order is shipped and processed
• Separate cash amounts can be setup for multiple locations or multiple merchant accounts to simplify cash reconciliation
• Allows the user to create and maintain a reliable solution that is easy to PCI certify because of the centralized, secure payment server

Profit Center & Department Management

Profit Centers and Departments are used to evaluate the income, cost of sales, and expense for a segment of a company. The option contains the ability to print profit reports and other financial reports for a specific department of the business. Creating departments or profit centers allows the user to analyze the profitability of a department, profit center, or division within the company.

Features:

• A department is a separate activity or product line within a company. A department is coded within the general ledger chart of accounts by the 3-digit extension to the main 5-digit account code.
• A Profit Center can consist of a group of one or more departments that are grouped together for financial summaries such as profit and loss and balance statements.
• Overhead costs can be posted to a single general ledger account and then allocated to individual profit centers based on a monthly or annual percentage. The percentage distribution is dynamic and can be entered on a monthly or annual basis. For example, multiple profit centers may share a common building and the building costs such as maintenance, utilities and insurances. These costs are then distributed to the individual profit centers based on the percent of space used within the building.

Purchasing & Special Order Tools

Purchasing procedures and management of inventory levels are important elements in maintaining a profitable inventory level of products. EBMS includes a variety of purchasing tools to assist with the procurement of product, management of purchase orders, and receiving process.

Tracking inventory counts, maintaining reorder points, creating purchase orders, and reviewing purchase and sales history, streamlines the purchasing process and assists in maintaining proper inventory levels. Managing stock and special order items are key to the success of companies that sell product, use parts or supplies for service jobs, or manufacture product.

Special orders are defined within the EBMS software as items that are sold to the customer before they’re purchased from the vendor. A special order purchase differs from a standard stock item or a manufactured item since the purchase process is prompted by a sale. The EBMS software contains powerful tools to handle a variety of special order needs.

Features

• Displays or prints a convenient order list that contains the products purchased from a specific vendor or all the products within a folder group
• Recommends reorder quantities based on user set reorder points or more advanced inventory forecasting tools
• Purchase orders, warehouse transfer tickets, or manufacturing batch lists can conveniently be created from the recommended reorder list
• Assist in managing stock levels to minimize inventory requirements
• Includes complete purchase history including vendor SKU numbers for each supplier
• Records inventory stock locations
• Includes tools to reconcile the actual stock level with the values within the EBMS software.
• Manages the purchasing of special order items or specialty items that are rarely purchased or stocked.
• Ability to create a purchase order by copying details from a sales order.
• Is integrated into the accounts payable and accounting tools within the EBMS software.

Quotes & Proposals

The Proposals Module within EBMS is a sales tool that can be used to create customer proposals and quotes. Sales Orders can be directly created from these proposals or quotes.

This module can also be used to price a set of items based on a markup on the cost of a user-defined price and list standard sets of inventory items that are duplicated and altered to meet the customer’s specifications.

Features:

• Records and prints an unlimited number of proposals for any customer
• Allows easy sales order creation of a proposal
• Maintains a proposal status such as open, closed, or accepted
• Includes powerful tools that allow pricing can be derived from a specific price level or percentage
• Proposal templates can be created for standard jobs of items
• Proposals will only print relevant information for the customer but store-detialed information for the salesperson
• Markup and Profit Percentages are conveniently displayed
• Perpetual costs or the most recent costs can be used to calculate proposal amounts
• Proposals include important details such as pricing, salesperson, dates, job, etc.

Remote Data Sync

Data Synchronization is a new module within EBMS. This module is used both in the POS and ecommerce environments. Data Sync allows Touch Screen POS stations to work independently from the main network. This feature could accommodate POS in another location or just give a peace of mind that the network has no effect on the speed of the POS station. In ecommerce this module is used to sync item information, payment options, and customer account information from EBMS to the ecommerce website. Orders are also synced from the website down to EBMS.

Features:

• Point-Of-Sale
  • Synchronizes inventory information, customer information, and orders, between the POS station and EBMS data
  • Allows Touch Screen POS stations to work independently of the main network
  • Accommodates POS stations in different locations
  • POS stations only synchronizes after a user logs into the station using a tray icon / application
  • Allows you to break connection from the network and then synchronize changes when re-connected
• ecommerce
  • Synchronizes inventory information, customer information, orders, and additional specified fields from EBMS to the website
  • Synchronizes orders from the website to EBMS
  • The web service checks for changes or orders every 10 seconds unless it is turned off
  • At the time that the web order is synched to EBMS, sales order settings are used
  • The Web Update Service Administrator allows you to start or stop synchronization at any given time
• Other
  • Synchronize data between a laptop that is not continuously connected to the EBMS network
  • Use to download POS or Task data from a laptop within a service or delivery truck
  • Connect a remote POS station to the accounting system located on a laptop at the end of the day or week

Sales & Order Entry

The order entry system within EBMS allows the user to enter a sales order quickly with flexible pricing, proper terms, and descriptions. Special pricing, promotions, and product details can be preset to maximize the efficiency of the order.

This module is used to create sales orders and invoices for customers as well as print invoices, receive payments, calculate finance charges, and many other customer-related items. The module can be used as a point-of-sale station that interfaces with bar code scanners, cash drawers, and receipt printers.

The Sales Module retains customer information including outstanding invoices, customer information, shipping options, pricing settings, purchase history, payment history, and much more.

Features

• Order entry point-of-sale
• Quotes & proposal tools
• Special and flexible pricing
• Batch sales order & invoice processing
• Bar Code POS Controls & Fonts Tools
• Salesperson commission processing
• Point-of-sale options
• Integrated ecommerce
• Advanced sales tax options
• Powerful sort & query options for customer lookup and grouping
• Processed invoices can be voided or unprocessed
• Multiple Sales Tax Schedules
• Sub-materials list within the Invoices for Contracts or Assemblies
• Powerful sales order features
• Convenient Cash Reconciliation and Deposit Processing
• Flexible Finance Charge Adjustments and Calculations
• Maintains a monthly Receivables Balance for each customer with easy-to-access history
• Flexible Shipping Charges and Conditions
• Handles Partial Payments and Down Payments

Salesperson Comission Management

The Salesman Commission Management module within EBMS is a powerful tool to manage salespersons within an organization. The system manages commissions based on an income group identified by a general ledger account or range of accounts. Commission rates may vary by salesperson and/or income group. The module gives the user the ability to calculate commissions on the gross or net sales.

Features:

• Allows commissions to be accrued based on a sales or income group identified by the GL account or range of accounts
• Includes a variety of salesperson information including customer options
• Allows for a quick look-up or querying of customer Quotes, Sales orders, and Invoices
• Includes a variety of reports based on the salesperson listed on the Sales Order or Invoice
• Commissions may be based on the salesperson listed on the Sales Order or Invoice
• Commissions may be based on gross sales or profits
• Facilitates varying commission rates and salespersons
• Processes commissions on all invoices or only paid invoices
• Commission Payments are accrued into a General Ledger liability account at the time of the sale to facilitate accurate accounting

Serialized Inventory Items

The Serialized Items module of EBMS is an excellent tool to track detailed information for each serialized item being sold. The serial number creates a unique record that can be referenced for history purposes.

Pricing, additional costs, and options can be recorded for individual products. Large or expensive inventory items are often serialized. This detailed history is necessary to properly process a warranty claim or review details about the unit.

The service history of a piece of equipment can be recorded by associating the work order to the specific serialized unit. The Serialized Item module is a powerful tool to record the VIN number of vehicles or trailers, track the serial number of specific pieces of equipment, or create Id numbers for large manufactured items.

Features:

• Allows a business to track serial numbers for individual inventory items
• Serial numbers are recorded at the time of purchase and are associated with the customer at the time of sale
• A variety of user-defined information can be recorded for each serial number
• Additional parts and labor can be expensed to a Serialized Item to track the total cost of each serialized item
• Each item can be priced individually based on the investment and additional costs of the whole goods
• The item is selected by the serial number at the time of sale rather than processed in a LIFO or FIFO method
• Serialized Items can be referenced quickly from the customer screen to view service history or original specifications

Special Order Inventory Processing

The Eagle Business Management System Special Orders module is used to record and manage special order items within inventory in a manner different that standard stock items. This feature facilitates an alternative to entering a part number each time a special order item is purchased. Many businesses sell inventory parts that are not stocked but rather are ordered from the vendor specifically for a customer. EBMS allows the user to record and track these special order items within inventory in a similar way as a stock item, but does not require the tedious labor of creating unique inventory item codes for each special order item.

Special Pricing

The Special Pricing Module is an optional module that is used to create discounts and special pricing for customers. The module can be used to create the following price exceptions:

• Entering promotional pricing for a product or group of products based on a range of dates.
• A product or group of products is discounted if the customer purchases a volume of the product on a single line of the invoice
• A price level may be set for a specific customer for all items or a specific group of products

Features:

• Allows specific prices for a specific line of products for a single customer
• Multiple price levels can be assigned to the same customer based on inventory group
• Pricing can be used on quantity or total pricing of a single or group of items
• Special pricing can be limited to a specific date or range of dates

Tasks & Work Orders

The Tasks and Work Orders module within EBMS is useful in managing a variety of work orders, phone calls, contacts, and other tasks. These tasks are conveniently connected to customers, sales orders, serialized whole goods, timecard detail, and/or jobs.

• Organizing, scheduling, and printing work orders: the task module can be used to schedule work orders for almost any service business. The task work order system is a power tool for electricians, vehicle repair centers, small engine repair, HVAC companies, computer repair, and almost any other service or repair business.

• The task module is a powerful tool to track the time and materials for T&M jobs or track the actual time spent on projects with an estimated time.

• The multiple views can be configured by the user to group and query tasks in a wide variety of combinations.

• Evaluating the billable time for a service company: Managing a service company or division requires affective tools to measure the efficiency of labor and employees. Comparing billable time to the actual time is a powerful way to evaluate the profitability of individual employees or an entire service department. The task module allows the user to manage labor more effectively by quantifying the billable time using different work codes within payroll. The management reports within EBMS allow the personnel manager to base employee pay on his/her efficiency and performance.

• Sales person’s contact manager: The task module is a useful tool for a sales person to track customer information, sales contacts, and other customer relation information.

• Logging customer support contacts: The task module includes a number of features to log, organize, and evaluate phone calls, service calls, and follow up contacts.

• Recording events contained within a specific job: The powerful combination of the optional EBMS task and job costing modules are great to track labor, material, and billing processes within a construction, manufacturing, or other type of job or project.

• Tracking details for service contracts: The task module can be used to track labor that is related to a service agreement or annual contract.

• Maintaining history regarding individual pieces of equipment or whole goods: Logging contacts, service history, and other task detail is very valuable in managing labor in a service business.

UPS & Fed/EX Shipping

The UPS/FedEx Shipping module is a great feature for your shipping department! With this added feature you will be able to enter the exact shipping amount from World Ship directly into your invoice or sales order.

Features:

• Enter customer name, address, weights, and desired shipping method directly into UPS World Ship or FedEx Ship Manager software by simply typing in the sales order number
• Select the desired shipping method within the EBMS Sales Order and calculate real time UPS freight costs
• Enter standard handling fees and a percentage markup on UPS freight to automatically calculate freight costs
• The system will send a shipping verification e-mail to the customer that includes the package’s tracking number. The customer’s e-mail address is stored in the EBMS customer record
• The package’s tracking information and actual weight can be accessed from the EBMS Sales Order screen
• Conveniently verify the location of packages using the UPS tracking system directly from EBMS

Xpress Point-of-Sale

The Xpress Touch Screen POS System is an easy-to-use cash register replacement. The combination of the touch screen and the simple-to-use POS software makes the system easy to operate for non-technical users.

A good point-of-sale (POS) system requires a solution that is quick, easy-to-use, and flexible to meet the needs of today’s retail environment. A retail system must be reliable and fail safe to offer a customer friendly service.

Features:

• Uses a combination of bar code scanning technology and programmable buttons to enhance both the usability and speed of the checkout process
• Programmable buttons can be configured to identify popular items, groups of items, discounts, and other processes that are commonly used at a POS station
• Driven by the inventory management system within EBMS
• The optional Data Synchronization tool allows the system to run independently of the main computer network or the EBMS system database and removes the dependence of the POS system to the speed or down time of the network.
• POS Peripherals: Barcode Scanners, Cash Drawers, Receipt Printers, Payment Devices, Wight Scales, Pole Displays, and more.